London, Greater London
£23,000
Contract, 1 year, Full-time
Job description

The Film and Animation Team is a department within ScreenSkills that works with the UK film and animation industry to help ensure it has the workforce it needs to thrive. This is paid for by voluntary contributions by the industry (the Film Skills Fund and the Animation Skills Fund) and a 5 year lottery funded programme (the BFI’s Future Film Skills Programme).

The Film and Animation Team work in a fast-paced environment. The purpose of this role is to provide the assistance needed to ensure the business of the team runs smoothly’. This includes:

  • providing support to the Head of Film and Animation (an Oscar winning Film Producer) as he mobilises the industry in support of ScreenSkills’ work
  • running the administrative/data management/invoicing systems required for the core services provided by the Film and Animation team such as Trainee Finder
  • ensuring effective communications between the team, the film and animation industry and other supporters
  • being an encouraging and efficient point of contact for everyone who approaches us for help

The contract length will be 1 year initially.

Key responsibilities:

Support to the Head of Film and Animation

  • Day to day diary management and scheduling, including planning travel, booking hotels and expense account processing
  • Managing relations with key industry and peer organisation contacts
  • Raising invoices, processing payments and other internal financial processes support to the Film Team Manager and to the Animation Production Liaison Executive
  • Managing diaries, booking travel, minuting meetings etc

Office Management

  • being the first point of contact for all general phone and email enquiries related to Trainee Finder, Film Forward and all other Film and Animation programmes, dealing with them in a professional and timely manner
  • creating and distributing all paperwork including contracts for Trainee Finder and Film Forward placements (and other programmes) including proactively following up outstanding paperwork, such as contracts and payments if not received on time or inaccurate
  • responding to enquiries about applying for Film and Animation backed programmes providing accurate and clear information
  • maintaining the smooth and efficient running of the Film and Animation team office, assessing priorities and taking the necessary actions to support the achievement of deadlines, in liaison with colleagues, managing the team diary
  • assisting the Film and Animation team in setting up and organising internal and external meetings, including organising, preparing papers for and minuting Film Skills Council, the Animation Skills Council as well as Film and Animation team meetings
  • logging the progress of all essential paperwork and processes

Finance and data

  • processing invoices and expenses claims for reimbursement efficiently, ensuring accuracy at all stages
  • liaising with the grant managers on training programme paperwork and schedules
  • processing data requirements including supporting the monitoring and tracking process using Hubspot and PowerBi, preparing reports as required
  • working in compliance with the policies and processes of ScreenSkills including those in relation to data and financial management.

Communications and department coordination

  • organising and minuting internal and external Film and Animation meetings when required
  • booking venues for training and induction days, and providing administrative support at the inductions and training days
  • identifying and booking development opportunities for trainees, including coordinating with the ScreenSkills mentoring network, to follow up with trainees and mentors to track value of the training and provide feedback to the Trainee Finder teams
  • working with Film and Animation colleagues to track outcomes and longer-term individual career succession of individuals taking part in Trainee Finder, Film Forward and other programmes
  • in liaison with the Marcomms team ensuring Trainee Finder and related sections of ScreenSkills’ website are up to date, creating a positive and accurate experience for users
  • supporting external event delivery in person and online including all associated administration
  • assisting with the recruitment of trainees, assisting with application assessment and coordination
  • assisting the Trainee Finder lead with maintaining trainee and alumni engagement, offering practical support where required
  • gathering information and stills for newsletters
  • researching networks/organisations and producing targeted mailing lists

Essential skills and experience:

Essential:

  • Proven experience in a role requiring excellent communication skills and a high level of numeracy, within a team with multiple and competing demands on time and resource
  • Demonstrable experience of following processes that require absolute attention to detail, ensuring accuracy at all times
  • Experience of showing initiative and the ability to be available to meet team needs under the pressure of deadlines
  • Practical experience of accurate inputting and reporting through databases
  • Understanding of processing financial and confidential information, and the responsibilities associated with such work
  • Ability to be discreet, patient and supportive with all contacts
  • Experience of recording and producing accurate and concise meeting minutes
  • Excellent customer service skills, including verbal and written communication, with the ability to converse effectively by phone, email and in person with a wide range of people
  • A good grasp of film and animation production
  • Ability to work with a wide range of people from trainees to Heads of Production and understand their needs
  • Ability to judge when to use own initiative and when to seek advice
  • Strong IT skills including the effective use of all MS Office products (Word, Excel, Outlook, PowerPoint); additional knowledge of website updating software and BBGM are desirable
  • To understand the broad principles of GDPR (training offered to successful candidate)

Preferred

Experience of working in the screen industries – preferably film or animation

Other skills and attributes:

  • Good team player and enthusiastic
  • Friendly and helpful both within team and wider organisation
  • Confident in own ability with a calm manner
  • Confident in taking responsibility for own actions
  • Flexibility to work across multiple projects

To apply:

Please submit a CV and covering letter clearly stating how your skills and experience meet the requirements of the role.

We would like to thank you for the time and effort made in submitting your application. As a charity we are conscious of how and where we use our limited resources. This means we are unable to respond to every application received, if you have not had a response within three weeks of the closing date please assume on this occasion your application has been unsuccessful. I hope this outcome does not deter you from applying for future roles within our organisation.

ScreenSkills is committed to diversity and equality of opportunity in all aspects of our work. We particularly welcome applications from under-represented groups such as returning parents or carers who are re-entering after a career break, women, people who are LGBTQ+, black, Asian and people of colour, with a disability, impairment, learning difference or long-term condition, with caring responsibilities, from different nations and regions, from a less advantaged socio-economic background as well as any other under-represented group.

Application Instructions

Please submit a CV and covering letter clearly stating how your skills and experience meet the requirements of the role.

Posted on: 02 September 2021
Closed date: 02 October 2021
Tags: Admin, Project Management